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2019-2020 CONTINUING PH.D. STUDE019-2020 CONTINUING PH.D. STUDENT INFORMATION PACKET
New Academic Year Clean Up ______________________________________________________________________________ 2
Review Your Student Bill ________________________________________________________________________________ 2
Update Direct Deposit ____________________________________________________________________________________ 2
Update Tax Withholdings ________________________________________________________________________________ 3
Registration Status _______________________________________________________________________________________ 4
University Dissertation Fellowship (UDF) ______________________________________________________________ 5
Health & Family Support ___________________________________________________________________________________ 6
Tuition & Fees ______________________________________________________________________________________________ 10
External Fellowships _______________________________________________________________________________________ 10
Stipends _____________________________________________________________________________________________________ 11
Tax Information ____________________________________________________________________________________________ 11
Teaching Fellow Program _________________________________________________________________________________ 12
Employment ________________________________________________________________________________________________ 13
Additional Financial Assistance ___________________________________________________________________________ 13
2019-2020
PH.D. STUDENT INFORMATION PACKET
FINANCIAL AID OFFICE 246 Church Street
Room 208 [email protected]
Table of Contents Type chapter title (level 1) ....................................................... 1
Type chapter title (level 2) .................................................... 2
Type chapter title (level 3) ................................................ 3
Type chapter title (level 1) ....................................................... 4
Type chapter title (level 2) .................................................... 5
Type chapter title (level 3) ................................................ 6
2019-2020 Ph.D. Student Information Packet 2 | P a g e
New Academic Year Clean Up
Review Your Student Bill Please review your student bill through your Student Information Systems (SIS) Account to ensure
your account is up to date and there are no outstanding charges.
• If you will be graduating this year, your diploma and transcript will not be released if
you have a balance on your student account.
• Frequently occurring charges can include, but are not limited to:
1. Tuition: As a registered full-time Ph.D. student, you are guaranteed a tuition fellowship in
the first 6 years of your program. You may be responsible for your Continuing Registration
Fee (CRF) after year 6 or in some types of registration statuses. Please refer to Tuition &
Fees for more guidance.
2. Health Insurance: You may be responsible for paying a portion of your health insurance
premium. Please refer to Health & Family Support for guidance on health fellowships.
3. Rent: Yale offers a variety of options for graduate housing and can charge your rent directly
to your student account.
4. Parking: If you have a car on campus and apply for parking, it will be billed directly to your
SIS account.
5. University Fees: Other fees you may incur through the University, include, but are not
limited to: printing charges, library fines, late fees, etc.
Update Direct Deposit If your banking information has changed, please update your direct deposit information for the
upcoming year.
Please note it takes approximately 2 weeks from the date you sign up for the direct deposit to take
effect. Expect to pick up 1-2 paychecks before your direct deposit election is effective.
a. Log into Workday using your Net ID and password.
b. Select the Pay Application on your Homepage.
i. Under “Actions” select Payment Elections and enter your Account
information.
ii. Click Add in the Accounts section.
iii. Complete the required fields indicated by a red asterisk*.
1. Select the Account Type, and enter the Bank Name, Routing
Transit Number, and Account Number.
iv. Click OK.
2019-2020 Ph.D. Student Information Packet 3 | P a g e
New Academic Year Clean Up (continued) Update Tax Withholdings
The University is not required to withhold taxes on stipend payments. However, please note that, as
you progress through your Ph.D. program and begin to teach and perform research in the lab, these
payments will have taxes withheld.
We recommend that students complete the necessary tax forms in preparation for these payments by
following the steps below.
a. Domestic Students
i. Log into Workday using your Net ID and password.
ii. Select the Pay Application on your Homepage.
iii. Under “Actions” select Withholding Elections.
1. Select Federal Elections.
a. Click the Update button to make changes.
b. Select Company and Effective Date OK to proceed.
c. Complete the required fields indicated by a red asterisk*.
d. Click I Agree OK.
2. Select State Elections.
a. Click the Update button to make changes.
b. Select Company and Effective Date OK to proceed.
c. Complete the required fields indicated by a red asterisk*.
d. Click I Agree OK.
iv. For questions regarding tax information please refer to the University Tax
Compliance and Planning Office.
b. International Students i. Please register with the International Tax Office to ensure you have
completed all the tax forms necessary to properly withhold and report
income tax based, on your U.S. tax status.
ii. International Tax Department
25 Science Park
150 Munson Street, 6th Floor
(203) 432-5530
2019-2020 Ph.D. Student Information Packet 4 | P a g e
New Academic Year Clean Up (continued) Registration Status
Some students will need to take action to update their registration status. If any of the circumstances
below apply to you during this academic year, you will be required to file necessary paperwork to
ensure your registration status is accurate.
I. Please complete the Change of Status Form if one of the following applies to you:
a. Leave of Absence:
i. Personal: If you wish or need to interrupt your study temporarily because of
personal matters.
ii. Medical: If you wish or need to interrupt your study temporarily because of
physical or psychological illness you may request a medical leave. All medical leave
requests should be accompanied by a written recommendation of an appropriate
physician.
iii. Parental: If you wish to modify your academic responsibilities because of the birth
or adoption of a child you can request a period of parental leave.
• Please note: The parental leave status halts both your academic clock and your
funding, as you do not have any modified academic expectations when on
parental leave. This is different from the Parental Relief policy referred to on
the next page.
iv. Returning from a leave: To request a renewal or to resume your course of study as
a registered student send an e-mail to [email protected] 6 weeks
prior to the end of your approved leave.
b. Dissertation Completion Status (DCS): If you are not eligible for full-time registration,
normally due to full-time work restrictions, but wish to complete your dissertation
under the supervision of a member of the Graduate School faculty. DCS maintains your
University access privileges such as net ID, access to electronic library resources, and
Yale e-mail account.
c. Non-cumulative Registration: If you are a registered student who needs to acquire an
academic or methodological skill that is an essential degree requirement or necessary
for the completion of a dissertation. (This status is typically used for foreign language
skills). d. Registration in Absentia: If you will be out of the New Haven area to perform full-time
dissertation research, full-time field work, or full-time study at another academic
institution.
e. Withdraw: If you wish to withdraw from your Ph.D. program. Please note if you would
like to petition for a terminal M.A./M.S. degree, you must also submit a degree petition
form, as these degrees are not automatically awarded after withdrawal.
2019-2020 Ph.D. Student Information Packet 5 | P a g e
New Academic Year Clean Up (continued) Registration Status (continued)
II. Extended Registration: If you intend to register as a full-time student in your 7th year or 8th
year of study, you must submit your most recent dissertation progress report along with the
extended registration application.
a. Extended Registration – 7th Year
b. Extended Registration – 8th Year
III. Parental Relief: Registered Ph.D. students who wish to modify their academic
responsibilities because of the birth or adoption of a child may request parental support and
relief during or following the term in which the birth or adoption occurs.
a. During your term of parental relief:
i. Your academic clock stops, effectively adding an additional term to the total time to
degree.
ii. You remain a registered full-time student.
iii. You receive a standard financial aid stipend and health award.
iv. You receive modified academic expectations that best suit your specific situation.
b. Contact [email protected] for graduate student advising and academic
support prior to the term of the birth or adoption.
University Dissertation Fellowship (UDF) For Humanities & Social Sciences students ONLY
a. Humanities & Social Science students normally in their 5th year of study who are
engaging in full-time research and writing are eligible to use their year of UDF.
v. Students must have advanced to candidacy.
vi. Students cannot teach while taking their UDF.
b. Please complete the UDF Form to indicate when you plan to use your UDF funding.
2019-2020 Ph.D. Student Information Packet 6 | P a g e
Health & Family Support
• Basic Coverage o All enrolled Ph.D. students are provided basic coverage at Yale Health.
o Enrollment is automatic, based on your term of registration. You do not need to
apply or waive this coverage.
• Hospitalization/Specialty Care Coverage o The Hospitalization/Specialty Care Coverage includes all the services of the basic
coverage, plus Hospital Services, Specialty Care, and Prescription Drug Coverage.
o All enrolled Ph.D. students are automatically registered in the student-only plan for
the Hospitalization/Specialty Coverage and provided a full fellowship to cover
100% of the premium cost.
1. Yale Health: Dependent Addition a. If you wish to enroll your spouse and/or child(ren) in the Hospitalization/Specialty
Coverage at Yale Health, you must fill out the Student Enrollment/Change
Application EACH TERM and e-mail it to Yale Health at [email protected].
b. Please view our website for more information on health fellowships provided for
spouses and/or child(ren).
2. Yale Health: Waiver a. If you wish to waive Yale Health Hospitalization/Specialty Coverage, you must fill
out the waiver submission.
b. Ph.D. students who choose to waive Yale Health Hospitalization/Specialty Coverage
are not provided a health award.
3. Family Support Policy a. The Graduate School provides an annual subsidy of $4,700 to Ph.D. students with a
child up to the age of 18. You must enroll EACH TERM, as the subsidy will be
disbursed twice per academic year.
i. For additional children under the age of six, students will receive an
additional annual subsidy of $1,000 per child.
ii. If students are enrolled on the family plan with Yale Health, which also
insures their spouse, the family subsidy will automatically be applied to
their student account to cover the spousal portion of the insurance
premium.
1. If students have other options for spousal health care, they can use
the money for childcare or any other family need necessary.
2019-2020 Ph.D. Student Information Packet 7 | P a g e
Health & Family Support (continued)
4. August Health Care Extension a. Eligibility: Students who are graduating in May OR are not expected to enroll for
the Fall Term of the following academic year are eligible for a 1-month health
extension with Yale Health.
i. Please inform GSAS FAO if you do not plan on enrolling for the upcoming
Fall term or plan on submitting your dissertation between the months of
June – August, so that we can include you on communications.
ii. If you are graduating in May or have submitted your dissertation before the
term is over, there is no need to inform us as the Registrar will do so.
b. Duration: August 1st – August 31st
c. How Do I Apply? The GSAS Financial Aid Office (FAO)will send an e-mail to eligible
students in May with the extension application. The application must be completed
and submitted to Yale Health at [email protected] no later than June 15th.
d. Cost: The health fellowship for the August health extension follows the same
guidelines as the health fellowship during the academic year. If you are enrolled in
the student + spouse plan, you will be responsible for 50% of the 1-month premium.
If you are enrolled in any other plan, there will be no out-of-pocket costs.
5. Health Care while in Absentia
a. Travel Rider: Students enrolled in the Hospitalization/Specialty Coverage through
Yale Health and have been approved to travel by the Graduate School in fulfillment
of a degree requirement are eligible for the Yale Health Travel Rider.
i. Eligibility: The travel rider plan is for domestic travel ONLY.
1. You must be registered in absentia to be eligible.
2. You must be enrolled in the Hospitalization/Specialty Coverage Plan
through Yale Health.
ii. Duration: Enrollment in the travel rider plan will be effective for one term.
You must enroll for each term you will be traveling.
iii. How do I apply? Complete the enrollment form administered through Yale
Health. The form must be completed for EACH TERM you will be traveling.
iv. Enrollment Period:
1. Fall Term: June 1st - June 30th
2. Spring Term: November 1st – January 15th
v. Cost: A $250 premium per term will be billed to your student account by
Yale Health. You are responsible for paying this out-of-pocket cost through
your account.
1. Please note that, should you need to add dependents to your travel
rider policy, your premiums will increase. Please refer to Yale
Health’s rates to learn more if your spouse and/or child(ren) will be
traveling with you.
2019-2020 Ph.D. Student Information Packet 8 | P a g e
Health & Family Support (continued)
b. International SOS Global Travel Assistance: Students traveling internationally are
automatically covered for any emergency medical needs they may encounter while
abroad.
i. Eligibility: You must be an enrolled student at Yale University to be eligible.
There are no specifications on your registration status, and you do not need
to be enrolled with Yale Health.
ii. Duration: You are covered during your entire duration of travel. If you are a
May graduate, ISOS will cover you through the August 31st following your
graduation.
iii. How do I register? You must fill out the travel briefing form and submit it
to [email protected] prior to your departure.
1. Download and print the ISOS ID card and contact information for
your reference.
iv. Cost: There is no out of pocket cost for the ISOS plan.
c. Travel Health Reimbursement: GSAS provides a fellowship to Ph.D. students
working on their dissertation for the cost of inoculations and drug prescriptions at
Yale Health that are required for travel outside of the United States.
i. Yale Health must bill your SIS account to receive a reimbursement.
ii. Complete the Travel Health Reimbursement application and attach the
required documentation indicated on the form.
2019-2020 Ph.D. Student Information Packet 9 | P a g e
2019-2020 Ph.D. Student Information Packet 10 | P a g e
Tuition & Fees As a Ph.D. student, you will receive a tuition fellowship while registered as a full-time student for up to
the first 6 years of your program. You may be responsible for your Continuing Registration Fee (CRF)
of $675 per term after year 6. While tuition will be billed to your Student Information Systems (SIS)
Account, an appropriate tuition fellowship will be applied if applicable to cover the tuition charge.
1. Navigating your SIS Account
a. The University Bursar issues a monthly bill through your SIS Account. We suggest
you review it regularly to ensure your account is accurate and up to date.
2. 7th-Year & 8th-Year Students
a. Humanities & Social Science Students: If you are in your 7th or 8th year you are not
guaranteed a financial aid package by the Graduate School of Arts & Sciences.
i. You will be billed the CRF in the amount of $675 per term. It will be your
responsibility to pay, unless you are able to obtain a teaching position for
the Graduate School. In that case, a CRF fellowship will be provided.
b. Natural Science Students: Please inquire with your department regarding tuition
fellowships during the 7th and 8th years of study.
3. Dissertation Completion Status (DCS)
a. You will be billed the CRF in the amount of $675 per term. It will be your
responsibility to pay through your SIS Account.
b. You are not eligible for a health fellowship, should you choose to enroll in Yale
Health while registered in DSC you will be responsible for the health insurance
premiums.
4. Non-Cumulative Registration:
a. You will be billed the CRF in the amount of $675 per term. It will be your
responsibility to pay through your SIS Account.
External Fellowships
All students are encouraged to compete for external fellowships. External awards, sponsored by both
public and private agencies, confer distinction on a student who wins an award in a national
competition. If you receive an external award:
• Notify the Graduate School of your external award(s)
a. Review the University’s policy on External Awards & Combined Awards.
b. Send a copy of your award to the Financial Aid Office at [email protected].
c. You will receive a combined award letter via e-mail confirming your award has been
processed and outlining your updated funding package.
d. For any questions and concerns regarding your combined award letter, please
contact GSAS FAO at [email protected].
2019-2020 Ph.D. Student Information Packet 11 | P a g e
Stipends Your stipend will be disbursed evenly in 24 semi-monthly payments starting on September
15, 2019. Graduate students are on a semi-monthly payroll cycle and will be paid twice each
month, on the 15th and the last day of the month (or the Friday before, if the pay date falls on
a weekend or holiday).
1. View Yale’s Semi-monthly Pay Date Schedule:
2019 Fall Term – Pay Dates
Month Pay Dates
September 13th & 30th October 15th & 31st November 15th & 27th December 13th & 23rd January 15th
• Spring Term payroll dates will be released at a later date. Please refer to the link
above for updates regarding pay dates.
2. View your payslip:
a. Log into Workday using your Net ID and password.
b. Select the Pay Application on your Homepage.
i. Under “View” select Payslips, and enter your Account information
c. The amount per pay period listed above is independent of any other funds
students may receive in addition to the standard stipend.
Tax Information The University is not required to withhold taxes on stipend payments and does not send out tax forms
for these payments. The IRS expects this income to be reported for tax purposes. You can use your
12/31 payslip, which includes your year-to-date amounts, for this purpose.
It’s important to note that, as you progress through your Ph.D. program and begin to teach and/or
perform research in the lab, your payments will have taxes withheld. You can look at your payslip to
see your gross and net pay.
If you have won an external award and are being paid directly by an external agency, you should
discuss your payment and tax implications directly with them.
Type of Payment Pay Periods IRS Taxable Tax Document
University Fellowship Payments
Non-Withholding
Taxable Year-to-date amount on 12/31 payslip
Teaching Fellowships Withholding Taxable W-2
Research Assistant Withholding Taxable W-2
Project Assistant Withholding Taxable W-2
2019-2020 Ph.D. Student Information Packet 12 | P a g e
Teaching Fellow Program Whether you are teaching this year or in the future, it is important to work directly with your
department to plan your teaching assignments during the completion of your program.
• Teaching @ Yale Day, hosted by the Poorvu Center for Teaching and Learning, is a required
program for all first-time Teaching Fellows.
a. Date: Monday August 26, 2019
i. There will also be a session in January to be announced at a later date.
b. Time: 8:15 a.m. – 1:00 p.m. (Breakfast & lunch are included.)
c. Location: Loria Center, 190 York Street
• Review the Teaching Fellow Program (TFP): The TFP website is a great resource to
familiarize yourself with the teaching fellow types and levels.
• Teaching Assignment Letter: Please ensure that, for each course you are teaching, you receive a
teaching assignment letter via e-mail as confirmation, no later than 3 weeks into the term. This letter
is validation that your assignment has been processed so that your funding and transcript can be
properly updated.
• Teaching Verification Survey: All teaching fellows who have a teaching assignment will receive
a verification survey 5-6 weeks into the term. This survey helps the Teaching Fellow Program
evaluate whether your assignment and work load is accurate and appropriate.
• 6th-Year Teaching: Humanities & Social Science Students Only a. Eligibility: PhD students in the Humanities & Social Sciences, currently in their 5th year of
study and certified by their graduate program to be on track to submit the dissertation by
August of their 6th year, are eligible for 6th-year teaching.
b. Duration: 6th-Year teaching is on a per-term basis, dependent on each teaching assignment
during the 9-month academic year. There is no summer funding associated with 6th-year
teaching.
c. Requirements: Students must teach a TF-20 level each term to receive the standard stipend
supplement.
d. Amount: Students will receive $8,000 for teaching a TF-20 level and a stipend supplement in
the amount of $3,925.00.
• Teaching beyond the 6th year: Humanities & Social Science Students Only
a. Eligibility: If you are beyond your 6th year of study you may teach if positions are available,
but they are not guaranteed.
i. International students should contact OISS to discuss their eligibility.
b. Duration: Teaching beyond the 6th year is on a per-term basis, depending on available
teaching, no summer funding associated with teaching beyond the 6th year.
c. Requirements: Students may teach up to three TF-20 assignments per year.
d. Amount: Students will receive $4,000 for a TF-10 level and $8,000 for a TF-20 level.
i. There is no stipend supplement associated with teaching beyond the 6th year;
however, students will receive a tuition fellowship.
• 6-th Year Teaching & beyond: Natural Science students a. Funding for graduate students in the natural sciences operates differently than funding for
graduate students in the humanities and social sciences. A significant portion of stipend and
tuition payments for natural science students comes from external grants. After university
support in the early years, dissertation advisors typically provide financial support from
research grants to their students through gradation, including during the sixth year if
necessary. In rare cases when natural science faculty are unable to provide funding to
advanced students, departments and the Graduate School work to assist students.
2019-2020 Ph.D. Student Information Packet 13 | P a g e
Employment
• Part-time employment at the University or elsewhere should not conflict with the
obligations of the degree program or interfere with academic progress. Part-time
employment beyond an average of ten hours per week requires permission of the Director
of Graduate Studies, in consultation with the appropriate associate dean.
a. International students must consult the Office of International Students and
Scholars (OISS) regarding their eligibility for employment while in the United States.
• Part-time employment includes teaching outside of the Graduate School’s Teaching
Fellow Program.
• Summer Internships: The summer internship program through the Graduate School
allows doctoral students to remain registered while employed over the summer outside of
Yale in order to collect data or learn techniques to be used in dissertation research, or to
gain exposure to a potential field of employment.
a. You must complete the Request for Summer Internship Form and obtain an
approval signature from your DGS.
Additional Financial Assistance
Most Ph.D. students without dependents receive sufficient financial aid in the form of tuition and stipend fellowships, health awards, teaching fellowships, and research assistantships to cover the costs of attending their doctoral programs and living in New Haven.
Some students, however, have financial needs for which they may seek additional financial assistance in the form of loans. If you feel you have extenuating circumstances and can document expenses greater than the student budgets, you may be eligible for a student loan.
• Loan Assistance: Contact Financial Aid for information about additional loan assistance, if necessary.
• Dean’s Emergency Fund The Dean’s Emergency Fund is intended to assist registered, full-time Ph.D. students who face unanticipated financial hardship that would likely impact or hinder academic progress. The fund does not cover recurring expenses; instead, it is intended for students who cannot reasonably resolve their immediate financial difficulty through fellowships, loans, or personal resources.
a. The funding is a one-time award, normally up to $2,000, and does not require repayment.
b. Application materials should be submitted to [email protected].
